The EMA Guide to Envelopes & Mailing

Transcription

1 The EMA Guide to Envelopes & Mailing 1

2 Table of Contents I. History of the Envelope An Overview of Envelope Beginnings II. III. IV. Introduction to the Envelope Envelope Construction and Types Standard Sizes and How They Originated The Beginning of Size Standardization Envelope Construction, Seams and Flaps 1. Seam Construction 2. Glues and Flaps V. Selecting the Right Materials 1. Paper & Other Substrates 2. Window Film 3. Gums/Adhesives 4. Inks 5. Envelope Storage 6. Envelope Materials and the Environment 7. The Paper Industry and the Environment VI. VII. VIII. IX. Talking with an Envelope Manufacturer How to Get the Best Finished Product Working with the Postal Service Finding the Information You Need Final Thoughts Glossary of Terms 2

3 Forward The EMA Guide to Envelopes & Mailing The envelope is only a folded piece of paper yet it is an important part of our national communications system. The power of the envelope is the power to touch someone else in a very personal way. The envelope has been used to convey important messages of national interest or just to say hello. It may contain a greeting card sent to a friend or relative, a bill or other important notice. The envelope never bothers you during the dinner hour nor does it shout at you in the middle of a television program. The envelope is a silent messenger a very personal way to tell someone you care or get them interested in your product or service. Many people purchase envelopes over the counter and have never stopped to think about everything that goes into the production of an envelope. Hopefully, this guide will give you a better appreciation for the silent messenger. In the pages that follow you will be provided with an understanding of the parts of the envelope, common types of envelopes, the materials that make up an envelope and how they are printed. We will then give you some helpful information on working with an envelope manufacturer and conclude with a basic postal guide. So, welcome to the school of the envelope, a journey through the life of that silent messenger you use every business day. We hope you enjoy your journey. 3

4 I. A Brief History of the Envelope The envelope is an essential form of communication that has been used throughout history. Biblical references to messages being sent in closed containers or under seal can be found in various books of the Bible. The modern envelope was created in 17 th century Europe as a means to ensure that communications between merchants and nobles were kept confidential. Postage at that time was so costly that only the wealthiest could afford to use an envelope. An Act of the British Parliament of 1840 created the model for most modern postal systems. That act also created penny postage and the first prepaid postal wrapper which was an envelope. These early Mulready Envelopes were used as messages themselves, but within months, citizens were sending a message in the envelope and using the prepaid wrapper as an envelope. Envelopes in America were first produced in the mid 1840s, mostly by hand. An envelope blank was cut out using a template and a shoemaker s knife. The cut blank was then gummed, except for the seal flap. When the finished envelope was sold, the user was directed to use sealing wax or a wafer seal. As envelopes came into more common usage in the 1850s, hand-folded envelopes gave way to machine made envelopes. The early envelope folding machines were little better than hand folding, except more productive. A good machine operator could make 150 envelopes in an hour. As America grew, the demand for envelopes grew. During the American Civil War, both the North and South had postal systems. However, many of the envelopes used in the South were actually made in the North or imported from England. As the war continued, the South faced a critical shortage of paper and envelopes were made from wallpaper, flyleaves of books, newspapers, train schedules or anything that was handy. The same envelope style was used in the North and the South. America grew in the 1870s and so did the post and the quantity of envelopes consumed. In the 1890s, less than 25 million envelopes were consumed; by the 1920s, over 60 million envelopes were consumed; and by the 1950s, envelope production started to move into the billions. Today, well over 185 billion envelopes are produced each year with more than 85 percent being delivered by the Postal Service. 4

5 II. An Introduction to the Envelope An envelope is a simple device just a folded piece of paper. You can tell a great deal about an envelope by looking at the way it is folded. Just take an envelope you have just received or remove one from your desk drawer. Pull it apart carefully. You will notice that it tears. That is the gumming on the envelope. An envelope is gummed in three places. The first two are the side flaps and the final place is the seal flap. If you look at the diagram below you will see each of these flaps shown. 5

6 Now, pick up another envelope and look at it. Is it the same type as you saw before? There are many different types of envelopes, but basically, only two major styles the diagonal seam envelope and the side seam envelope. There are many variations on each style, but these are the primary two different styles. A diagonal seam envelope is just as it says; the seams are cut on a diagonal. These envelopes are usually cut from a die press and then the envelope blanks are placed on a folding machine where they are folded and gummed. The second major style, the side seam envelope is more often than not created through a web of paper feeding through a die cutting unit mounted on a folding machine. However, there are always exceptions to the rule and there are diagonal seam envelopes produced on a machine as part of a continuous process and side seam envelopes produced on a die press. However, we do not want to confuse you at this point so let s just keep it simple. There are also two primary types of envelopes, as the diagram shows below. The first type is an open side envelope where the longest side or top of the envelope has the seal flap and is where you put something in the envelope. The second type of envelope is the open-end envelope where the side of the envelope is open. We know this gets a little confusing, but trust us, it makes sense after a short time. Open End Open Side Envelopes are always measured width first then length. So, a 6 x 9 envelope would be six inches wide and nine inches long. Envelope manufacturers also refer to the width of the envelope as the end and the length of the envelope as the side. This is an easier way to differentiate between open side envelopes and open end. The industry standard #10 envelope is usually an open side envelope. Standard 9 x 12 flat is usually an open-end envelope. Remember, there are many exceptions when it comes to envelopes because we are custom designing envelopes based on a customer s needs. There are also envelopes that can get very large. They are called expansion envelopes. These are measured using three dimensions width x length x expansion. The expansion part of the envelope is called a gusset, but expansion is also understood. Remember that the gusset or expansion is NOT part of the length of the envelope, it is a separate measure. Shown on the following page is a common expansion envelope: 6

7 Now that you have mastered the basics, it is time to learn more about the various types of envelope styles. It is important to keep in mind that many envelopes are custom developed so they can be any shape or size they can even be circular. The only criterion that must be followed is that the Postal Service must accept the envelope for mailing. If you are paying First-Class full rate postage, usually the Postal Service will accept your mailpiece as long as it meets their minimum requirements. However, you could pay more for an odd-sized mailpiece. So, before you decide on mailing a large quantity of envelopes, it is always a good idea to check with your local post office to see if what you want to mail is acceptable to them. They are always happy to give you advice. Your envelope manufacturer can also help you as they frequently are in contact with the Postal Service. Don t be afraid to ask; someone is always there to help. 7

8 III. Standard Sizes of Envelopes - How the Sizes Came About Did you every wonder where a #10 envelope got its name? William Irwin Martin of Samuel Raynor & Company in New York City developed the first listing of envelope sizes and types for the Stationers Handbook of As machine manufactured envelopes became popular after the Civil War, it became necessary to categorize the various sizes and shapes of envelopes. Martin developed these sizes in accordance with the various die sizes that were available for use in the industry at that time. These sizes have become a quick reference system for envelope manufacturers to reference die sizes and to explain sizing to their customers. Much of Martin s system is no longer used because more envelopes are custom made today. However, some sizes are still in use today. Here is Martin s list: Business Sizes Number Designation Size in Inches 6 ¼ Business Envelope Small 3 ½ x 6 6 ½ Business Envelope Med 3 ½ x 6 ¼ 6 ¾ Business Envelope Med 3 5/8 x 6 ½ 7 #7 3 ¾ x 6 ¾ 7 ¾ # 7 ¾ 3 7/8 x 7 ½ 9 #9 3 7/8 x 8 7/ 8 10 #10 4 1/8 x 9 ½ 11 #11 4 ½ x 10 3/8 12 #12 4 ¾ x #14 5 x 11 ½ You may have difficulty in finding all of these sizes in a stationery shop or office products store. However, they can be special ordered in a short period of time. Several envelope companies keep a wide variety of stock on hand at all times and normally service printers, office products establishments or stationery stores do also. Remittance Envelopes Remittance envelopes are popular for use to collect payments. Churches, charities and business of all types use these envelopes for billing and receipt of payment. Below are the common designations of remittance envelopes: International Sizes Size Dimensions 6 ¼ 3 ½ x 6 6 ½ 3 ½ x 6 ¼ 6 ¾ 3 5/8 x 6 ½ 9 3 7/8 x 8 7/8 The sizing system presented above was unique to the United States and was derived from our inch system of measurement. Most other countries use the metric system of sizing envelopes, which can be found on the following page. 8

9 Millimeters Millimeters Inches Inches Number Height Width Height Width C C7/ DL C B /2BC E C B E C B E Specific Differences in the United Kingdom Standards in the United Kingdom (British standard 4264 gives positions for C6 and DL sizes only). They are: DL Banker window size 39 mm x 93 mm positioned 20 mm in from the left edge of face and 18 mm up from the bottom. * DL pocket is exactly as above. * C6 window size 39 mm x 93 mm positioned 20 mm in from the left and 20 mm up. * No standard is quoted for C5 or C4. You need to be aware that it is common practice, particularly in the United Kingdom, for end users to specify oversize C5 envelopes for machine insertion. Envelope Styles/Western Envelopes Now, on to the various styles of envelopes, remember when we talked about open side versus open end? We are going to segregate our styles by these two types of envelopes. So, let s review the open side envelopes first because you may be using those most often. 9

10 Business Style Envelopes Business style envelopes usually have a numerical designation. These are the envelopes you would use for a business letter, a bill or other formal type of correspondence. The diagram shown above illustrates the style for #10, #9 and 6¾ business style envelopes. Please keep in mind that these can be either diagonal or side seam varieties. The Executive style of envelope is another of the special styles that are extremely versatile. The example below shows both the regular and window style of the Executive envelope. 10

11 Remittance Envelopes The #9 envelope shown above is frequently used for a remittance envelope, as well as the 6¾ size envelope. Frequently, the envelope you receive to send back your oil company payment is a 6¾ remittance style envelope either with an open or closed window meaning the window is patched with window film. Also commonly used is an inside side seam remittance envelope of 6¾ length. This style of envelope, shown on the left, is frequently used when you want a tear-off remittance document that comes attached to the envelope. These are commonly used by businesses that do not have a formalized invoice printing system, but want the ease of customer convenience in providing a handy remittance document with the envelope. Social Styles The social styles are among the oldest styles of envelopes that an envelope manufacturer can fabricate. These styles have been in use for almost as long as envelopes have been used. If you have ever received a wedding invitation or birthday card, chances are it was mailed in a social style envelope. There are three primary social styles of envelopes. The first is a baronial style side seam envelope. These are often used with wedding invitations. If you were writing a thank you note or for an informal party, you might want to use an announcement envelope (see example under popular open side styles). The announcement envelope is normally a side seam envelope and is also an open side envelope rather than an open end envelope. In fact, you will find that most social envelopes are open side rather than open end. Why? Just custom. Some social events require a larger envelope, so envelope manufacturers offer a booklet style envelope in both side seam and diagonal seam varieties. Remember, if it is a social style of envelope, it is always an open side envelope. If you were mailing a Bar or Bat Mitzvah announcement you would probably use a larger open side envelope as shown to the left. We will talk more about the types of paper you might want to use later but for right now, it is important that you concentrate on the styles rather than the materials. Mailing Envelopes There is no such thing as a standard mailing envelope. Most mailing envelopes are custom constructed to the needs of the customer. A number of popular sizes were presented earlier. For example, the 6¾, #9, #10 and 6 x 9 are all frequently used for mailing. In addition, a booklet or 6 x 9 open end or side, either in diagonal or side seam is frequently used in mailing. Envelopes are often used as part of a postage saving strategy. For example, the 6 x 9 booklet size just referenced is frequently used as a container for newsletters printed on 8 ½ x 11 stock and folded in half. In this manner, a newsletter could be sent at a lower cost letter 11

12 mail rate rather than a higher cost flat rate. The postage savings alone more than covers the cost of the envelope. Envelopes used for mailings are often used to send an object rather than a piece of paper, so envelope manufacturers make a wide variety of open end or open size mailing envelopes. Some envelopes are expandable and some are closely fitted to the contents being mailed. It is always a good idea to discuss with your envelope manufacturer what you are going to mail before ordering your envelopes. Your envelope sales representative can help you select the best envelope to fit your needs. The picture shown on the following page presents a wide variety of mailing envelopes. Remember, many mailing envelopes are custom developed so there is no one single best size or shape to fit every need. Below are examples of open end envelopes. The larger open end envelopes may be made from a variety of materials such as: white wove, brown kraft, and bond. They may also have several closure options such as: string and button, clasp, and self-seal. 12

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14 IV. Envelope Construction, Seams and Flaps There are two areas of an envelope that always require a great deal of thought: the type of seam you are going to use and the type of flap. One would think this would be a very simple decision, but wait until you go through the choices below: 1. Seam Construction The seam of the envelope is the point where the envelope is gummed together. Envelope manufacturers recognize two basic categories of seams: welded and closed. A welded seam envelope is simply a piece of paper that has been folded in half and glued shut in two sizes. You can find welded seams in envelopes folded into magazines or in Sunday supplements in newspapers. These envelopes are usually part of an order form. Some envelopes with welded seams are made out of plastic. The problem with welded seams is that they are not very strong and they are limited in use. For example, a sheet of paper cannot be inserted the full length of a welded seam envelope because the front is glued directly to the back along each side. Some inexpensive folder gummers produce a welded seam envelope that is part of a business form. Again, these types of products are very limited in their message carrying ability and in their use. Most envelope companies do not offer welded seam envelopes for this reason. Most envelopes today use a closed seam construction. These envelopes have at least three folds and two overlapping edges, with seam gumming confined to the overlapping areas. The entire inside of a closed seam envelope is available for insertion. Closed seam envelopes are the strongest form of seam construction and they are also the form least susceptible to breaking or popping during mail processing. That is why most envelope inserting machine specifications emphasize the importance of using a closed seam construction envelope. Closed seam envelopes come in many different shapes and styles as presented earlier in this guide. The choice of style is really dependent on the mailing application and an individual customer s taste. However, if you are planning to insert the envelopes you are buying, you need to consult with your envelope sales representative who will advise you concerning the best shape and style to be used in a given mechanical inserting system. Envelope companies go to great lengths to train their sales representatives in the basics of most mechanical inserting systems. In fact, you will find the guidelines for envelope inserting for the three most common mechanical inserting equipment manufacturers at the end of this book. Mechanical insertion automates the process of stuffing envelopes. The three most commonly used inserting machines have guidelines for envelope construction that have been prepared jointly by the manufacturer of the equipment and the Envelope Manufacturers Association. Some inserters are very versatile and flexible and can accommodate many styles and shapes of envelopes. Other inserting systems require envelopes of exacting specifications and only support certain styles of envelopes. It is always important to find out the type of inserter your mailing house or mailing solutions provider is using. Furnish information to your envelope sales representative so you can be provided with the best envelope style for your needs. 14

15 2. The Flap About Flaps Envelope flaps come in many different sizes and shapes and each size and shape performs a different function. Flaps are the least standardized part of envelope construction, regardless of the style or shape of the envelope. This is true for open side and open end envelopes, but is most evident in business envelopes. With business envelopes the flap design can be influenced by several factors, including the manufacturing process, the needs of the printer, the bulk of the mailing and the type of sealing gum/adhesive. Envelopes produced on very high speed V-Flap machines result in an envelope that is folded together like a diaper, with a Monarch Style (or Executive) flap meaning the flap has a pointed tip. Another flap frequently used is the Sealock style a good all-purpose design with broad appeal. Envelopes can be custom made from an adjustable die that results in a perfectly horizontal envelope with no rounded corners. Printers may request a Make Ready Saver (or MRS) flap that is like the Sealock with a deeper flap that provides a level surface when printing in the return address area. This flap also has broad appeal and its slightly more generous width is a convenient feature. There are other flap styles that can meet the special needs of the printers, such as the Fullback Style, the Bankers Flap, the Wallet Flap and the Remittance Style. The Fullback Style has a clean design excellent for envelopes that will be printed across the entire back with photography or graphics. The Bankers Flap is like the Make Ready Saver, but deeper; and the Wallet Flap is a deeper version of the Fullback Style. The Remittance Style is like the Wallet Flap and is the deepest of all, extending almost to the bottom of the envelope. This style is not for bulky mailings, but is designed to be printed with remittance information and is perforated so the flap can be torn off and inserted into the envelope before mailing. Companies that expect return payments may use this type for invoicing customers. 15

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17 V. Selecting the Right Materials Envelopes are constructed in a wide variety of materials and in many different styles. It is important to keep in mind that even though there are standard styles of envelopes as outlined previously, your envelope manufacturer is equipped to provide you with any type of product you can envision. If you are planning a mailing for marketing purposes, the more unique your envelope the better your product will stand out. This chapter deals with many of the common materials used in envelopes and their properties and use. This chapter is not designed to be an all-encompassing examination of envelope materials, but will provide you enough information to make the right choices in materials for your specific needs. Each section below is divided into major material components. There are also some handy tables to help you better understand the materials that are available. 1. Selecting the Right Paper Some of the important paper properties include basis weight, brightness, opacity, two-sidedness, bulk, density, formation and grain direction. The importance of knowing what these terms mean will greatly impact your completed project. One very important property is basis weight, the weight in pounds of 500 sheets of paper at the paper s basic size. Basic size is a standard predetermined size for a particular type of paper that is used to establish the basis weight of a ream (500 sheets) of a given grade. Each type of paper has its own standard size sheet, which is used for the calculation. Most copy paper is identified as 20 lb. because copy paper is cut from sheets that are 17 x 22 and weighs 20 pounds when placed in a stack of 500 sheets. Instead of 20 lb., the term sub 20 may be used. Sub weight (short for substance weight) means the same thing as weight; however, the term is used for paper grades with a 17 x 22 sheet size, such as bond, wove and kraft. Brightness is the measure of paper s ability to reflect light, which is rated on a scale from The purpose of paper is to reflect light allowing ink to absorb specific light waves. Paper affects the color the eye perceives because all paper absorbs some light and factors such as shade and gloss affect how brightness is assessed. Whiteness depends on how evenly the colors in the visible spectrum are reflected. If more blue than red and yellow is reflected, a cool tinge and brighter appearance results. When printing blues and blacks, cool white tends to brighten colors. In printing reds and yellows, a warm white sheet makes color appear clearer and stronger. Neutral balanced sheets will reflect all colors equally and result in accurate color reproduction. Brightness is increased by adding bleach, optical brighteners, fillers and fluorescent dyes. Opacity is very important to the final appearance of the project. Opacity is the degree to which light shows through the paper from the backside. In other words, it s the property of the paper that obstructs light and prevents print on one side from showing through on the other. Paper opacity is rated from The higher the rating, the more opaque the sheet. When considering opacity, remember thick is more opaque than thin, rough is more opaque than smooth, coated paper is more 17

18 opaque than uncoated, dark is more opaque than light, and groundwood is more opaque than freesheet. Groundwood paper contains more than 10 percent mechanical pulp, which is grinding wood for pulp, as opposed to using a chemical process. Freesheet contains no more than 10 percent mechanical wood pulp. Opacity is increased by adding fillers, increasing basis weight or adding pigments/dyes. Two-sidedness refers to the differences between the felt and wire sides of paper. The wire side is the stronger side, less susceptible to cracking, has greater pick resistance (surface strength) and less dusting/linting. The wire side of paper is the side that is in contact with the Fourdrinier wire during web formation. The felt side is smoother and preferred for fine printing and pen and ink application. The felt side is the side not in contact with the Fourdrinier during web formation. Bulk (caliper) is the thickness of sheets of paper under a specified pressure. Density is the weight of a sheet of paper as compared to its bulk. The higher the density of the sheet, the more compact the fibers. This makes the paper thinner, but heavier. Formation is the distribution of fibers and filler in a sheet of paper. Uniform distribution of the fibers reflects the quality of the paper. A way to see this is to backlight a sheet of paper and where blotches appear indicates the areas where the fibers are denser. This is referred to as mottle. The light areas indicate less fiber and more filler. The dense areas inhibit ink absorption. The lighter areas being more open will absorb more ink causing greater dot gain. This kind of inconsistency of dot gain is really impossible to compensate for and the result is often a printed image that is poor in quality. A sheet that is well formed with good formation promotes good ink holdout, limits dot gain, reduces mottle, enhances the clarity of an image, and accepts heavy ink coverage uniformly. This principle also applies to coated papers. Gloss and dull sheets usually exhibit good formation, while mattes have relatively poor formation. Formation is not used as a criterion to grade or classify paper, so it is up to the end user to observe the differences between good and bad formation. Keep in mind that expensive paper does not always have better formation than less expensive paper. For envelope manufacturers identifying the grain direction is crucial. Going against the grain when folding during production can result in cracking and curling. Grain direction affects all steps in envelope manufacturing, including feeding, print and binding operations and will, therefore, affect the quality of the envelopes. To test the grain of paper, there are tear and fold tests. Paper tears straighter with the grain than across it and folds more smoothly with the grain, but roughens and cracks when folded across the grain. When paper is folded into envelopes, this aspect of paper becomes a major issue. The grain should run the long way on an open end envelope, the short way on an open side booklet envelope, and diagonally on an open side diagonal seam envelope. This will not only help in the folding process, but will also reduce curl when adhesives are applied to the envelope. Paper strength is another factor to keep in mind when producing envelopes. Strength is determined more by the nature and distribution of fibers than by the thickness of the paper. Long intermingling fibers create stronger paper than shorter 18

19 fibers. For envelopes, tear or tensile strength can be maximized by folding the paper so possible tears would occur across the grain. Fibers with greater tensile strength will produce stronger paper without having to increase weight or thickness. This can result in lower mailing costs for the customer. Types of Paper Making an informed choice regarding paper is important for your finished product. There are a number of paper categories, including coated papers, bond/writing, text and cover, offset, newsprint, safety, parchment, Bristol, index, vellum Bristol, pressure sensitive, carbonless, duplex and envelopes. Coated paper imparts smoothness and provides a level base for printing on a fiber surface. It also has greater opacity and gloss. Gloss is reflectance from the paper surface and is a way to measure how level the surface is. Coated paper imparts improved ink color and brightness; the way the ink is held on the surface so that light can reflect through it. It further provides water resistance since too much water absorption can distort quality. The types of coated papers are: gloss coated that has a shiny surface and a high degree of light reflectance, dull coated that has very little or no gloss but sheen rather than shine, matte coated that is glare-free with an open surface and the least shine of the coated papers, and cast coated that has a highly polished mirror-like surface. Brightness is the only criterion for ranking coated papers. Bond paper was originally used in impact printing when a hard surface was needed such as in a typewriter. Writing paper was used for pen and ink when a softer surface was needed. The differences in the two have diminished with new technology, such as the laser printer. Laser compatible paper refers to the paper s performance in laser application, but is not guaranteed by the manufacturer. Laser guaranteed paper is guaranteed by the manufacturer to perform with laser applications. Text and cover paper is high quality uncoated paper available in many colors and finishes. Offset papers are made for offset printing. These papers have surface strength, resistance to picking and the softening effects of liquids. Newsprint papers are made mainly from groundwood pulp for the web printing of newspaper. Safety paper is made to protect against alterations. Parchment paper is made by sending paper through a sulfuric acid bath to fuse fibers in a uniform mass. There are imitation parchments available as well. Index paper is a sub-group of the Bristol category of paper that has a smooth finish, with strength and toughness. 19

20 Vellum Bristol isn t as smooth as index, but provides a more economical stock to use for die-cutting and scoring. Pressure sensitive papers have self-adhesive coatings that are covered by backing or release paper. Duplex is two sheets of paper stock laminated together. Carbonless paper is chemically coated so one or more duplicates can be created at the same time that the original is prepared without the use of carbon sheets between each page. Wide assortment of paper containing post-consumer or pre-consumer recycled fiber or both. The type of fiber and percent contribution to the total fiber makeup varies by paper and mill Envelopes can incorporate many kinds of paper. Paper Substitutes There are paper substitutes that can be stronger than paper. No discussion of paper would be complete without mentioning this category. There are a number of paper substitutes on the market that have various qualities that make them more durable or burst and tear resistant and more moisture resistant than paper. Tyvek is a strong material made from high-density polyethylene fibers. This material is strong, extremely lightweight, flexible, smooth, low linting, opaque, resistant to water, chemicals, abrasion and aging. Tyvek envelopes may reduce postage costs because of their light weight. Tyvek envelopes run smoothly and efficiently on envelope insertion and inkjet addressing equipment. The material is less expensive and more versatile that fabrics and can be recycled. DuPont has been recycling it for the past 20 years. Tyvek is a registered trademark of DuPont. Tru-Tech is composed of three different layers of material. The inner and outer layer is paper and the middle layer is a thin film of polypropylene. Tru-Tech provides outstanding opacity and superior burst strength with the advantages of paper. Duralite envelopes are made from a super durable lightweight plastic. The outer surface is white with an inner lining that s tinted silver. These are about half the weight of paper and have the ability to stretch to allow for extra-full stuffing. YUPO is another high quality environmentally friendly synthetic paper. This is an ultra-smooth synthetic paper made from polypropylene and calcium carbonate. The manufacturing process creates a product that has superior whiteness and opacity. This produces a paper that is extremely durable, dimensionally stable, waterproof, flexible, and chemical and scuff resistant. Translucent papers are becoming some of the most popular naturally translucent papers in use. Manufactured by Papierfabrik Schoellershammer, 20

21 naturally translucent paper such as Glama Natural is a premium grade of translucent printing paper. Some translucent papers are first manufactured as opaque papers that are chemically made transparent by treatment with petrochemical based resins to make the paper translucent. The chemical process is less environmentally friendly because the paper is not recyclable. The Glama process is considered natural because the translucence is obtained by means of a mechanical process rather than chemical process. Claims made by the manufacturer state that the mechanical process achieves a higher level of translucence than chemical methods. This allows for more end users than other translucent papers. The Glama Natural materials can be converted into envelopes and can be both laser printed and inkjet printed. UV/ULTRA II translucent papers, manufactured by Neenah, allow information to be seen through them but aren t totally clear like acetate. There are three levels of transparency and Neenah has recently added basis weights to their products. Typical applications for this material include flysheets, business cards, announcements, inserts, menus, brochures and annual reports. The papers can be embossed, foil stamped, printed on both sides, and used in 4-color process printing applications. The material produces envelopes that are sturdy, solid, foldable, score-able, printable, and durable. These papers are also eyecatching with lots of colors to choose from. This unique medium could affect direct mail applications in a very positive way. EnDURO paper is a slightly different kind of medium. It is a hot-melt laminate: paper film paper. The grades vary as some of them are freesheet offset, coated paper, satin-glossy, or a combination of two different paper grades. The middle layer is a polyethylene film. Printing on the EnDURO surface is as easy as printing on paper. EnDURO has been specially designed for envelopes and for specialty protective applications, i.e., CD sleeves, credit card sleeves and pharmaceutical packaging, to name just a few. The EnDURO material is practically untearable once the envelope is closed or sealed. Testing has shown that envelopes made with the EnDURO paper offer the same bond/gum results as high-quality white wove envelope paper plus the protective features. EnDURO is highly recyclable (ISEGA Certificate) and may be recycled with normal paper waste. Treated and synthetic papers have their own challenges, however, and may require special adhesives. The materials are not as porous as traditional paper and special gums may be needed for seam and seal applications. These materials may not tear as easily, if at all, compared to non-synthetic papers; therefore, achieving a fibertearing bond may not be possible. Creating successful projects requires successfully applying the message to the medium, therefore, it is important to know the nuances of paper and paper substitutes to satisfactorily communicate the desired message and produce a quality envelope. 2. Selecting The Right Window Film Envelope windows use transparent film to seal out moisture and debris. Window materials must be clear or transparent and securely attached on all edges of the envelope window. They must be stretched tight and be free of wrinkles, streaks, 21

22 fogging, colors and other conditions that could obscure the address or barcode during processing. All address and barcode information, as read through the window, must meet minimum reflectance and contrast guidelines. A print contrast ratio (PCR) equal to or more than 40 percent in the red and green portions of the optical spectrum is needed for an Multiline Optical Character Reader (MLOCR) to recognize address information. A print reflectance difference (PRD) equal to or more than 30 percent in the red and green portions of the optical spectrum is needed for a Barcode Sorter (BCS) to recognized POSTNET barcodes. The Postal Service is testing the new ERM2 (Envelope Reflectance Meters 2) which reads grayscale. It will take the place of the Envelope Reflectance Meters (ERM), which read in the red and green color spectrum. Deployment is pending. The MLOCR works best if the reflectance of the insert is about the same as that of the envelope. For the greatest contrast and best performance on MLOCRs and BCSs, the print should be black on a white or light background. The type of window film impacts greatly on the manufacturing process for the envelope and each of the materials has its own specific characteristics. As discussed under the adhesive and paper sections, the adhesive and paper, as well as the window film, each impacts on the quality of the final product. There are several types of window film available, including cellophane, glassine, polystyrene, polypropylene, polyester, acetate, colored film, and PLA (Polylactic Acid). Cello or cellophane is an acetate material that is almost completely transparent. Cello is a mark of quality in the envelope field due to its exceptional clarity. But, it is also very expensive and may not be durable enough for many mailing purposes. Glassine is a vegetable-based material that contains cellulose fibers and no petroleum products. This was the first window patch material ever developed, but it lost popularity for a while due to the somewhat cloudy or hazy appearance compared to cello or poly. However, this characteristic doesn t create glare for the USPS optical readers as some other materials may, so it can be a positive trait for window material. Glassine is environmentally friendly and is the primary window material used on recycled envelopes. Glassine windows make the entire envelope recyclable when the envelope is made from a material that is recyclable. Advances have been made in reducing haze to make the material more user friendly. No window patch, known as an open panel, would be the most environmentally friendly choice of all. Polystyrene is a translucent film noted for its superior flexibility and resistance to changes in humidity. This material does not warp or become brittle, therefore, is often specified for use with inserting equipment. Poly, which was already the most popular window patch material in use, got an additional boost when manufacturers devised a cost-effective way to make the poly material in a new super clear version. 22

23 Polypropylene film has excellent transparency, but without the dimensional stability of a polystyrene film. It is commonly used as a window patch on envelope equipment when machine speeds are not critical. It s also used for windows on CD envelopes. Polyester film has superior clarity and is extremely durable. It is commonly used as a window patch for laser printing applications when high heat temperature resistance is required. It is also used for windows on CD envelopes. Acetate film is a general-purpose film made with cellulose in the form of wood pulp or cotton linters. In the lamination and packaging field acetate film is highly thought of for its inherent air transmission characteristic and resistance to fingerprints, scuffmarks and outstanding clarity. Acetate is a premium film and has a premium price. Colored film is usually a polystyrene film that has the color compounded into the film itself or is flood coated by a printer. For direct mail pieces, this is a great way to catch the eye of the consumer. Popular colors are red and yellow, but others are available. PLA or Polylactic Acid is produced from processed corn, a renewable source. This is currently being used in countries outside the United States. Window position impacts greatly on the design of the envelope. Unfortunately, some mailers consider what goes into the envelope before its design. Often the envelope needed may be part of the manufacturer s stock window envelopes; or with some minor modifications and less cost to the mailer, can be used for the mailing project. Mailers should keep in mind that envelope design should be part of the initial form design for any pieces that will be mailed in a window envelope. Don t attempt to design the window envelope using a fax or photocopy of your new form. Window positions are specified to the nearest 1/16 and the form can easily shift more than that, based on where it was positioned in the fax or copier. Also, remember the Postal Service will jog the contents of the envelope to the right before attempting to read through the window. Therefore, jog your form to the right, inside your envelope prototype before checking to see if all of the characters on your longest address line are visible through the window. Keep in mind the window must not encroach on the postal barcode clear zone. MLOCR applied barcodes are always printed in the lower right corner of the mailpiece and the barcode clear zone is 4¾ from the right of the envelope and 5/8 from the bottom of the envelope, therefore, the window design must accommodate these areas. Windows may be placed virtually anywhere on the envelope, but because the patch material must be gummed inside the envelope on four sides, it may save money to keep all windows at least 3/8 from the sides of the envelope and at least ¼ apart for double windows. The envelope equipment functions best for windows that fall within these guidelines and set-up time is kept to a minimum. Windows can be used as communication devices or teasers that tantalize the customer. They can add additional appeal to a mailpiece and may increase response rates. Creative use of windows can make for a much more interesting mailpiece. 23

24 3. Selecting the Right Gum (Adhesive) Adhesives play a critical role in the production of good envelopes. Adhesives normally account for 2-3 percent of the materials cost of an envelope, but at most enveloper converters, adhesive-related issues are the number one cause for customer returns. There are a number of basics to consider when dealing with adhesives, including application, substrate to be adhered to, end use requirements, cost, and storage conditions. The method of application must take into consideration the specific method of application, machines involved in the process, and machine speeds. Types of Adhesives: Front seal is the adhesive used to seal the envelope. There are three general front seal adhesives: remoistenable front seal, latex cohesive seal and pressure sensitive seal. Remoistenable front seals reactivate with moisture and are the most common in use today due to their suitability for automatic inserting machines. Example: Required Properties for Front Seal: A. Non-curl or lay flat: The seal should not curl excessively which is important for both appearance as well as efficient use on automatic inserting, postage and sealing machine. B. Adhesion: The adhesive should produce a paper-tearing bond on all conventional envelope papers after the seal has been moistened and allowed to dry. C. Humidity resistance: (non-block) The seal should not be reactivated by normal humidity, temperature and pressure conditions during proper storage and use. D. Remoistening speed: (time to fiber tear) On automated inserting machines, under normal sealing conditions, the seal adhesive must develop a paper-tearing bond in a short amount of time. E. Printing suitability: The adhesive must be resistant to degradation and premature activation during post-converting printing processes. In thermographic printing, which uses high temperatures in printing operations, the seal adhesive must not become dry and unreceptive to moisture. Special seal adhesives may be required for these operations. Moisture can be created inside laser printers by hot fusing rollers, so the seal adhesive must be resistant to premature reactivation due to this moisture. Special seal adhesives may be required for these operations. F. Automatic inserting: Seal adhesives must perform on automatic inserting equipment. Typical formulations for remoistenable front seals are blends of two main raw materials: modified corn or potato starch (dextrin) or synthetic resin emulsion (like 24

25 Elmer s Glue). These raw materials are cooked in water and supplied in liquid form to envelope converters. The adhesive is applied in a thin film, which is then dried. The adhesive is formulated to be reactivated with moisture. The three main types of remoistenable front seals are dextrin seal gum, resin/dextrin blend and resin seal gum. The resin/dextrin blend is most often used today. Latex Cohesive Seal: These are closure adhesives that only adhere to themselves. The adhesive is applied to the envelope in two patterns and when the two patterns are pressed together, the flap is sealed. Latex cohesive is made from natural rubber latex extracted from rubber trees. The adhesive is supplied in a water-based liquid form to the envelope converter. It is of note that special precautions must be taken with latex cohesive envelopes. The shelf life of the finished envelope can be significantly reduced by exposure to heat, ultraviolet light, sunlight or dust. Example: Pressure Sensitive Seal: These adhesives require only pressure to be activated. The tacky adhesive pattern is usually covered by release paper to prevent the envelopes from sticking together. The paper is peeled from the adhesive and the flap is pressed into place. There are two types of pressure sensitive adhesives that are typically used: water-based and hot melt. Water-based is derived from synthetic resin, usually acrylic. Hot melt is derived from synthetic rubber and is applied in solid form and applied molten. Envelopes requiring the best tack and adhesion should use the hot melt type of pressure sensitive seal as opposed to the water-based pressure sensitive seal. Back Seam: The back seam adhesive is what holds the envelope together and is applied to the back of the envelope. Required Properties for Back Seam: A. Adhesion: The adhesive should produce a paper-tearing bond on all conventional envelope papers. B. Penetration blocking resistance; The adhesive must not bleed through the paper on diagonal seam envelopes and prematurely reactivate remoistenable adhesives. C. Resistance to humidity: In high humidity storage conditions, the adhesive must maintain its bond. D. Color: Under normal storage conditions, the adhesive should not be visible through the paper. E. Non-wrinkling: 25

26 After the adhesive has dried, the back seam adhesive should not wrinkle the paper. F. Non-staining: Adhesives should not cause discoloration on colored papers. The back seam adhesive formulations vary depending on how they are applied on the envelope-folding machine. The two methods of application are mechanically applied (stencil), which are blends of natural starch and synthetic resin and extrusion applied, which are all synthetic resin. The two methods are supplied to envelope converters in a water-based liquid. Window Patch: Window patch adhesives hold the window patch to the inside of the envelope. The kind of gum used will depend on the type of material used for the window patch, the gum box being used and the speed of the machinery. Required Properties: A. Adhesion: The adhesive must hold the patch securely inside the envelope. This is largely dependent on coating weight. B. Color: The adhesive must not show through the envelope so it is typically white in color. C. Humidity resistance: Under humid conditions, the adhesive must maintain its strength. Patch gums are formulated to provide good viscosity, stability, machinability and quick tack. The adhesives are made from synthetic resins that resemble plastic upon drying. They are also supplied as a water-based liquid. Specialty Adhesives Fugitive Release Adhesives: Some special envelope constructions require a temporary holding bond during the folding operation and subsequent non-tear properties. There are commercially available adhesives available for these operations. To ensure the easy release properties are achieved, careful handling and precise application is required. Microfiche Adhesive/Archivable Gums: Envelopes used for storage of microfiche, photographic and x-ray film requires special paper and adhesives. The two main requirements for these gums are that they be neutral in ph (acid-free) so they won t react with the sensitive contents of the envelope. Archivable gums are designed to be used when manufacturing envelopes used for storage of these sensitive and delicate materials. Adhesives with an acidic ph can interact with film and cause irreparable damage on contact. These gums must also have non-hygroscope properties. Gums for these special use envelopes should not hold or attract water so there is no risk of staining or bleeding through the envelope over time. 26

27 4. Tips on Ink Selection Ink selection should be based on the kind of results that are desired. Inks are available in a myriad of types and colors. Inks normally consist of pigments, vehicles and additives. Pigments or dyes give color to the ink to make it visible on the substrate/medium. Vehicles carry the pigment through the press and onto the substrate. Some additives used are silicone, wetting agents, waxes, driers and materials used to enhance drying speed, color development, and slip and mar resistance. These improve the performance of the ink. Vehicle formation is most important to the ink s press performance. Vehicles can account for up to 75 percent of ink content and are comprised of blends of synthetic solvents, oils, and resins that are manufactured under strict guidelines for cycle times, heating and cooling. This allows ink formulators to create an infinite variety of vehicles using hundreds of materials, alone and in combinations, with distinct properties that are suited to different print applications. The vehicle is responsible for body viscosity or flow properties of ink. It s the primary factor in transfer, adhesion, tack, lay, drying and gloss. The vehicle is the most critical component of ink formulation and determines how well ink does its job. Print process and application are what the ink formulation should be dependent upon. Various processes during the print process require different flow characteristics to travel through the press to the substrate/medium. The faster presses make the transfer properties of inks more vital. When speed increases, ink misting tends to increase. Also, with today s faster press speeds, vehicle stability becomes an important issue. Faster presses can increase shear and heat build-up that can cause ink to break down which can lead to dot gain (print defect in which half tone dots appear larger than they should causing inaccurate color production), toning (toner is a highly concentrated pigment and/or dye used to modify the hue or color strength of an ink), and other print quality problems. Productivity can be offset by these problems, but adjusting the vehicle formulation can control such problems. Choosing the correct ink can be a challenge for printers that wish to use lighter weight, uncoated or recycled stocks for economic or environmental reasons. The softer surface of these stocks make them prone to water absorption, dot gain and picking. Choosing the incorrect ink vehicle can compound the problem. Communicating your stock specifications to your ink manufacturer can help eliminate these issues. The alternative would be to change substrates or settle for inferior results. Optical character recognition (OCR) inks are used to print documents and forms processed by an optical reading and scanning device. These inks can be found in readable and non-readable scanning types and are high in opacity. They also have the lowest reflectance pigments, such as carbon black, which can be read by optical scanners. The more carbon black barcode ink contains, the better it will be read by OCR equipment. Ensure that your mailer checks printing cartridges regularly. Flexography is a typographic (raised type) form of printing using resilient plates and fairly thin bodied, resin-solvent or water-based inks and is used most often in the envelope manufacturing industry. 27